Relocating offices is no easy feat, in fact, for businesses of any size, it can turn into a major project, requiring plenty of preparation. The process is complicated, time-consuming and, in many cases, expensive, which means that if it is not well planned, there can be negative repercussions for the business.
If you are about to relocate your company, then read our handy guide on how to move offices in the most efficient way possible.
If you know the date of your office relocation and have several months or weeks to prepare, it is wise to start doing so as early as possible. Forward planning is essential for a smooth move and ensures your business can get back up and running with minimal downtime.
First of all, you need to inform all staff, suppliers, clients/customers and service providers of the relocation. Don’t be surprised if you receive some kick-back, especially if you are relocating somewhere further away. However, concerns can be minimised by outlining the benefits of the move, explaining that the process will be efficient and so work will not be compromised, and also keeping everybody in the loop from start to finish.
Appoint a project manager
Appointing a dedicated member of the team to act as the “project manager” for the move, is a great place to start. This person will be responsible for taking charge of the process, including confirming the official date of the move, arranging items, creating a floor plan, hiring a specialist office removals company and other key tasks.
The project manager for the move should, ideally, create a timeline with key dates and actions, ensuring the project remains on track and that dates, times and budgetary requirements are adhered to.
Consult with IT
One of the biggest headaches involved in relocating to a new office is having to transfer your computers, phone lines, servers and Wi-Fi along with you. This is a task that cannot be outsourced to your removal expert and can also take several months to sort out, so consulting with your IT department and telecoms provider sooner rather than later is highly recommended.
There would surely be nothing worse for business than having no internet connection during your first week at your new premises!
Decide what to ditch
If you’ve been at your current office for many years, it is easy to acquire a lot of junk. Start undertaking a “spring clean” several weeks before the move, creating an office inventory, whilst getting rid of any unwanted items that you don’t need to transfer over to your new space. This task will help you to accurately sort and pack boxes in good time. A good rule of thumb is that if nobody in the office has used an item within the past six months, it’s probably time to ditch it!
If you are hiring a removals company (which is strongly advised), they will need to be given clear instructions on where your furniture and other office equipment will be placed, especially if you’re moving to a bigger workplace across multiple floors. A move is simply easier with less junk and a clear idea of what goes where.
Hire an office removals provider
Unless you work in a very small office with hardly any furniture or electrical equipment, then it will be virtually impossible to handle a business relocation without professional help. As such, it is vital to hire an office removals provider that is capable of taking on your relocation job.
Carrying out some research and getting quotes from certain providers is best, as pricing and the services offered can vary greatly between removals companies. For instance, some providers may not have the resources or manpower to handle a big office move, whereas others will be well-versed in relocating large companies.
Be sure to ask around for recommendations and check whether there are any online reviews from companies of a similar size to yours that have had a successful relocation with your prospective provider. Moreover, always check that the company you hire to handle your commercial relocation is properly licensed and insured.
Label your boxes diligently
If you have ever moved house before, you will know just how important it is to keep things as tidy and ordered as possible. Labelling boxes may seem like a mundane task, but when you finally enter your shiny new office, you will be incredibly thankful for the effort you put in. Getting business back up and running as quickly as possible will be much easier when you are able to quickly distinguish between your printer paper and your archives, without rummaging through hundreds of boxes to do so.
If you simply do not have the time, you can enlist help by investing in professional packing services, which many removals providers offer as an add-on service when helping businesses move offices.
Make use of business storage
If you are moving across several days or weeks, it could be useful to make use of a business storage unit. These temporary storage spaces are clean, dry and secure, allowing companies to keep their documents, furniture and office equipment safe until they are ready to be moved into the new office.
Matthew James Removals has cost-effective business storage facilities in Dartford, on the London and Kent border, which are equipped with state-of-the-art 24/7 CCTV cameras, ensuring round-the-clock security. Items can also be picked up and dropped off directly from the company premises, making your move as hassle-free as possible.